The document discusses strategies for reducing paper waste and optimizing printing in offices. It recommends taking a 3 step approach: 1) Define printing policies and optimize device usage, 2) Implement managed print services for ongoing monitoring and improvements, and 3) Conduct process reviews to identify digitization opportunities and further reduce unnecessary printing. Case studies show these approaches can reduce printing volumes by 50% or more and lower annual printing budgets significantly.

1. Tracey Rawling Church
And Stewart Dudding
Kyocera Document Solutions
Printers don’t print,
people do

2. Declaring war on waste
 Define the problem
 Consider the impact on your organisation
 Explore solutions

3. The paperless
office?

4. WASTE IS SYSTEMIC
The average UK office worker goes through as
many as 6,000 sheets of paper per year
Or 25 sheets per day
For each office worker 3720 (62%) of
these sheets of paper are wasted or
unnecessary
1140 sheets could be 660 are printed 300 sheets are the
printed double-sided for proof-reading wrong documents
900 sheets could be read on 420 sheets are 300 sheets are left
screen instead unnecessary duplicates forgotten on the printer
4

5. It’s not just about the trees …
Paper manufacture consumes
water, oil and energy – and so
does recycling paper!
5

6. KYOCERA - PIONEERING SUSTAINABLE PRINTING
SINCE 1992
Conventional cartridge
Waste by volume Down 90%
Energy consumption Down 28%
Consumables carbon footprint Down 55%
Kyocera consumable
Consumables cost Down 50%
Figures based on independent analysis by : Druckerchannel.de,
Aston University, Best Foot Forward and TCP Global
6

7. EVEN WITH RESOURCE-EFFICIENT DESIGN, THE USE PHASE ACCOUNTS
FOR THE MAJORITY OF CO2 EMISSIONS (EXCL. PAPER!)
Global Warming
(kg-CO2 equivalent)
1600
1400 1399
1200
(kg-CO2)
1000
800
600 537
400
200 56 18 7
0
Raw material Product Transport Use Discarding
Manufacturing Manufacturing
Life stage
7

8. IT’S NOT ALL BAD NEWS . . .
There has been a net decrease in printing over the last 12 months, nearly half of office workers
having decreased their levels of printing
36%
14% 2010
30%
48% 2010
increased 37% decreased 22%
18%
10%
4%
Increased a Increased a Stayed the Decreased a Decreased a
lot little same little lot
8

9. Inconvenient truths
Most organisations have no idea
how many printers they have or
how many pages they print
Device:user ratios in some
organisations are more than 1:1

10. THE PRINTER TIME TRAP
Time devoted to supporting printers and other document systems is on the way down, but a fifth of IT
departments’ time is still devoted to supporting printers, and level of concern is growing
51%-100%
5% 2010
31-50% Mean: 34%
13%
10% or less
34%
Mean: 21% 80% (71% 2010)
of IT Managers think that
21-30% the efficiency of their
24% printing could be improved
11-20%
24%

11. MDS CAN
DELIVER …

12. ECOLOGY IS ECONOMY
Resource efficiency delivers on both financial and environmental goals
12

13. Driving behaviour change

14. BARRIERS
 Responsibility for purchasing
printers, mfps, consumables often
lies with different individuals
 Hardware is only part of the
problem – real innovation focuses
on business processes
 Invitations to tender are usually
written in a device-centric fashion
which makes it impossible for
vendors to propose more
innovative solutions
 User engagement is neglected
14

15. 3 STEPS TO BRING YOUR USERS ON BOARD, SLASH
YOUR IMAGING COSTS AND CREATE A SUSTAINABLE,
FLEXIBLE ENVIRONMENT FOR THE FUTURE

16. THE PREMISE…
 All too often print is thought of as a hardware centric proposition, this misses
the point completely…
 People and business processes create output. The hardware is just the final
step!
 We will turn this hardware centric approach on its head…
 …and in 3 steps take you from getting a handle on your hardware…
 …to delivering a cutting edge user and process centric solution.

17. STEP 1 – BASIC PRINT SERVICE

18. STEP 1 – BASIC PRINT SERVICE
 Define a “Print Policy”.
 Use that policy to inform your “Design Brief”.
 Then, optimise…
 90%+ of available printers, copiers and multi-functional devices have a
“recommended monthly volume” or “RMV”.
 When a device prints at it’s RMV, it suffers the fewest faults, consumes the least
power per page and achieves the lowest total cost of ownership.
 Therefore your solution should be designed around your design brief, with the aim to
ensure every device is used at it’s RMV.
 Sounds simple? In our experience more than 80% of the clients we talk to do
not have a useful print policy and have never considered RMV when selecting
hardware.
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19. STEP 1 – REFERENCE
 FTSE 100 Insurer.
 6,000 users…
 …3,000+ devices!
 3 major blue chip system integrators with differing but interlinked
responsibilities for imaging and related infrastructure.
 A new print policy and CEO level sponsorship ensured all parties could aim for
a common goal with minimal political interference.
 After careful due diligence and communication a new system was designed
with only 300 devices, “print anywhere” functionality and well informed users.
 A operational expenditure model minimised capital outlay and ensured a very
swift ROI (less than 1 quarter).
 Their annual print budget dropped from £1.5m to £0.5m and continues to drop.
19 KYOCERA Document Solutions UK Ltd. | 01/11/2012

20. STEP 2 – MANAGED
PRINT SERVICE

21. STEP 2 – MANAGED PRINT SERVICE
 So you have the right hardware for the job on day 1…
 …but will it still be as effective in 3 months time?
 …how about in 3 years time? Or longer!
 A Managed Service should:
 Give you the tools to control user behaviour and enforce your Document Security /
Print Policy.
 Capture useful Management Information to allow for fact based decisions.
 Involve regular (quarterly is a minimum) reviews of the estate at which improvements
can be proposed, agreed and implemented.
 This could be simple things like load balancing, or more complex initiatives such as
training and change management.
 Your managed service partner should give you more than just data, they should give
you analysis and recommendations.
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22. STEP 2 – REFERENCE
 A blue chip system integrator selected Kyocera for what it defined it’s Phase 2
Managed Print Service.
 We implemented a secure release system…
 …Rules Based Printing, remote monitoring and…
 …consultant level carbon tracking!
 This firm already tracks and reports on the carbon impact of their car travel, so
doing the same for print was a “no brainer”.
 The data is reported at a department level and is key to seeing their volume
(and car miles) drop, but also to improving the wider print culture.
 An example of using Management Information effectively.
 This customer saved almost 50% on day 1 and is seeing their output volume
drop consistently as the improved print culture percolates through the offices…
22 KYOCERA Document Solutions UK Ltd. | 01/11/2012

23. STEP 3 – MANAGED DOCUMENT SERVICE

24. STEP 3 – MANAGED DOCUMENT SERVICE
 So your hardware is optimised and you have the support and controls to
ensure it stays that way.
 We have now answered the “how can I print more effectively?” question…
 …the next question is “why am I printing at all!?”.
 A Managed Document Service (MDS) will review your core business
processes and evaluate why, when and how documents are printed.
 Some of our MDS clients now have “email quotas” which limit user output.
 Most had inefficient workflows that we were able to automate and digitise (i.e.
hard copy filing, DMS integration and invoicing).
 Approaching “print” with a user/process centric mind set can deliver significant
reductions in volume and deliver a more efficient and reliable set of document
imaging processes.
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25. STEP 3 – REFERENCE
 A global stock exchange only implemented a “step 1” BPS, but fortunately
agreed to a workflow study to seek out “wasteful processes”.
 One process in particular involved scanning stock transfer forms into a
computer then importing each file into an archiving solution using traditional flat
bed scanners and the manual entry of the required client data.
 The process was slow (average of 7 minutes per transfer), wasteful and prone
to error thanks to the manual steps required.
 Utilising their new multi-functional hardware, zonal bar code scanning and
some workflow software…
 …users can now scan batches of 200 transfer packs at the touch of a button
(single step process), with an average turn-around time of less than 10
seconds per transfer and a significantly reduced chance of errors.
 The time saved over a year justified a restructure of that team that allowed 2 of
the 6 person team to focus on further cost saving projects.
25 KYOCERA Document Solutions UK Ltd. | 01/11/2012

26. BEYOND…

27. BEYOND…
 Shared services will deliver shared costs. Why host your own individual
Managed Document Service when you could securely share with other like-
minded organisations?
 Printing from mobile devices is becoming the norm, but what about scanning to
them?
 Most mobile devices afford users the mobility of a hard copy, but can store far more
data.
 For the Ipad generation, why should hard copies of documents leave their
organisation of origin?
 Are you at Step 1, 2, 3 or beyond?
 Right-sizing your document imaging approach, managing it effectively and
engaging your users can deliver cost reductions of up to 70%. Can you afford
not to?
27 KYOCERA Document Solutions UK Ltd. | 01/11/2012

28. ANY QUESTIONS?
www.kyoceradocumentsolutions.co.uk
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